Guard Incentive Management System...

Version 1.1

Guard Incentive Management

System (GIMS)

How to Guide

Unit Level

Version 1.1

Table of Contents Section Page

Chapter 1

1 – Introduction 1

1.1 – Logging into GIMS 1

1.2 – Understanding Panels in GIMS 3

Chapter 2 SLRP Pre-Approval

2 – Requesting SLRP Pre-Approval 4

2.1 – Uploading Document(s) for Pre-Approval 8

2.2 – Associating Document(s) for Pre-Approval 8

2.3 – Inputting Loan(s) 8

2.4 – Submitting Pre-Approval Request to State IM 13

2.5 – Denied Pre-Approval 13

Chapter 3 Bonus/SLRP Contract Actions

3 – Issuing a Bonus CN 16

3.1 – Issuing a SLRP CN 16

3.2 – Uploading DA 4836/SLRP Addendum 21

3.3 – Associating Document(s) for SLRP 21

3.4 – Submitting SLRP Contract for Validation 21

3.5 – SLRP Contract Continuation 22

3.6 – Uploading SLRP Continuation Document(s) 24

3.7 – Associating Document(s) for SLRP Continuation 24

3.8 – Submitting SLRP Continuation 24

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Chapter 4 Bonus/SLRP Payments

4 – Generate DD 2475 Annual Loan Repayment Application 26

4.1 – Pending DD Form 2475 Bin 30

4.2 – Uploading Signed DD 2475/NSLDS 32

4.3 – Required Documents in Pending DD 2475 Bin 32

4.4 – Submitting SLRP Payment to 1st Review 34

4.5 – Unit Bonus Eligibility Report 35

4.6 – Approving Bonus Pay Report 37

4.7 – Denying Bonus Pay Report 38

Chapter 5 Monitor Rules

5 – Bonus Monitor Rules 40

5.1 – SLRP Monitor Rules 46

Chapter 6

6 – Uploading a Single Document 46

6.1 – Uploading Multiple Documents 47

6.3 – Associating Documents 51

Glossary 52

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Chapter 1

Section 1: Introduction

The following “How to Guide” is to assist Unit personnel with understanding their responsibilities for certain bins within GIMS. Throughout this guide, it will give you a step by step guide on how to action these bins. Failure to maintain these bins can result in late payments for Soldiers. Section 1.1: Logging into GIMS Step 1: Enter URL: https://smms.army.pentagon.mil/Security.login.aspx

Step 2: Select “ .”

https://smms.army.pentagon.mil/Security.login.aspx

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Step 3: User will be prompted in enter their CAC Pin. Enter pin

Step 4: Upon inputting your CAC pin, the screen above will appear. Select “ .”

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Step 5: A pop up box will appear, select “ .” Section 1.2 Understanding Panels in GIMS Throughout this “How to Guide,” there will be references to Panel 1, 2, 3, & 4. Below is

information explaining the panels and what functions they have.

Panel 1 Panel 2 Panel 3 Panel 4

Command Center Landing Page/Search

Results Soldier Details Case Details

Panel 1 (Command Center): All activities in GIMS start with the Command Center. The

Command center contains various tabs for searching, reporting, resources, administraction,

documents, and assuming command.

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Panel 2 (Land Page/Search Results): The landing page is displayed and contains different

features depending on user role. All searched or work buckets selected in the Command Center

are displayed in the Search Results and specific records can be selected.

Panel 3 (Soldier Details): All dates for this panel comes from other databases or origins. The

data can’t be changed in GIMS and any changes must originate from the database of record.

Changes to dates in this panel require some time to update after the database of record is

updated. SIDPERS data carries from State to State with regard to when they update certain

data and when data goes to the National SIDPERS database in the COOP file.

Panel 4 (Case Details): This panel is where actions are taken on an incentive record. There are

different entities that exist in this panel such as Contracts, Payments, ETP, ACR, or Violation.

Chapter 2 SLRP Pre-Approval

Section 2 Requesting SLRP Pre-Approval

Current policy requires that prior to a contract being issued, verifying disbursed qualifying

loan(s) must be reviewed prior to a Unit Representative issuing the contract. This step by step

process will assist you in submitting a SLRP Pre-Approval.

Step 1: In panel 2, input the Soldiers 9 digit SSN .


Upon selecting “Issue Contract,” panels 1 & 2 will collapse to the left and panels 3 & 4 will

open.

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Step 3: In panel 4, select “LRP.”

Step 4: Select “SLRP” from the drop down next to “Sub-Program.”

Upon selecting the “Sub-Program,” an additional drop down will appear.

Step 5: Select “Re-enlist/Extend” from the drop down next to “SLRP Type.”

Upon selecting the “SLRP Type,” panel 4 will update (Shown below).

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Step 6: Answer the questions shown below by selecting from the drop down next to the

questions. For further information regarding the questions, please contact your State IM.

Step 7: Once all questions have been answered, select “ .”

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Once “Evaluate Rules” is selected, the system will evaluate the questions answered and determine if

the process is able to continue. During this evaluation, the system is also checking the Soldiers ETS to

identify if they are within their 365 day window. This data is pulled from panel 3 (Soldiers Details).

Green checkmark means the rule has been met.

Red “X” indicates the rule has not been met.

If all rules have been met, the system will allow the process to continue (continue to step 8). If a red

“X” is indicated, a rule has not been met and the system will not allow the user to move forward.


After selecting “Select,” a pop up box will appear (Shown below) notifying the user that all

document(s) must be uploaded along with loading all the loan(s) to include those with a $0

balance in order for the Pre-Approval request to be submitted to the State IM.


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Section 2.1 Uploading Document(s) for Pre-Approval

Please refer to Uploading Document(s) within this “How to Guide.”

Section 2.2 Associating Document(s) for Pre-Approval

Please refer to Associating Document(s) within this “How to Guide.” Section 2.3 Inputting Loan(s) In panel 4, scroll towards the bottom under the “Document Repository” until you see the

screen below.


Upon selecting “Add New Loan,” the screen below will appear. This section was built to mirror

the NSLDS Detailed Loan Sheet.

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GIMS

NSLDS Detailed Loan Sheet

Step 2: Input the Loan #.

Step 3: Select from the drop down and choose the “Type of Loan.”

Step 4: Select the calendar and choose the date.

Step 5: Input the Soldier’s 9 digit SSN as the account number.

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Step 6: Input the Loan Amount, Outstanding Principal Balance and Outstanding Interest Balance.

Step 7: Select the calendar on Outstanding Principal Balance As of Date and Outstanding Interest

Balance As of Date.

Step 8: Select the calendar and choose the date.

Step 9: Input the disbursed amount.

Step 10: Select from the drop down under loan status and choose the code shown on the NSLDS.

If there is more than 1 disbursement shown on the NSLDS detailed loan sheet, select “ ”

and follow Step 8 and 9. A drop down will only appear for the most recent disbursement amount.

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Step 11: Select the drop down next to “Current Servicer” and choose the lender name as shown on the

NSLDS. Note: Some loan(s) have the “Current Servicer,” “Current Lender,” and “Current Guaranty

Agency.” If all 3 are show, select the drop down for each section.

Step 12: Select the following options:

: To add another loan. If selected, the system will save the previous loan and

clear out all fields for input of another loan.

: To save the loan and close the pop up window.

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NOTE: When selecting one of the options above, only select it once. Selecting it multiple times while

the system is saving the data will input the loan multiple times.

Loan(s) that are loaded will appear in the screen shot above. The system will recognize the code

selected for the loan and define it as an eligible or non-eligible loan.

Upon selecting “Save and Close,” a pop up box will appear stating that the loan has been loaded

successfully.


When all loan(s) and document(s) are input into the system, a pop up box will appear notifying you

that all actions are complete and the Pre-Approval can be submitted.

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Section 2.4 Submitting Pre-Approval Request to State IM

Once you have uploaded all required document(s) and loan(s), scroll to the bottom of panel 4 until the

screen below is visible.

Step 1: Input Remarks.


Upon selecting “Submit for Pre-Approval,” the record will populate in the “Awaiting Pre-Approval” bin for the State IM to review. Section 2.5 Denied Pre-Approval

Pre-Approvals that were denied by the State IM will populate in the “Denied Pre-Approval” bin.

In most cases, the Pre-Approval is denied due to missing documentation or an error inputting

loan details.

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Step 2: Select “LRP.”

Step 3: Select “Contract Actions (State).”

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Step 4: Select “Denied Pre-Approval.”

Upon selecting the sub folder “Denied Pre-Approval,” panel 2 will change to show a list of Soldiers that

have a denied Pre-Approval that are assigned to your UIC.

Step 5: Select a Soldier in panel 2.

Upon selecting a Soldier, panel 1 & 2 will collapse to the left and panels 3 & 4 will open.

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Step 6: In panel 4, identify the reason for denial and selecting the following options:

: If denial was due to administrative errors or missing documents and user takes

necessary action to correct the Pre-Approval, then return back to State Incentive Manager for a second

review.

: If denied for reasons in which cannot be corrected by the user, select this

option to acknowledge the denial of the Pre-Approval.

Chapter 3 Bonus/SLRP Contract Actions

Section 3 Issuing a Bonus CN Please refer to the RMS user guide to issue a CN for a Re-Enlistment/Extension bonus. Current process does not allow a CN to be requested out of GIMS for a bonus. Section 3.1 Issuing a SLRP CN



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Step 3: Select “Contract Actions (State).”

Step 4: Select “Awaiting Document(s) Upload.”

Upon selecting the “Awaiting Document(s) Upload” bin, panel 2 will update to show a list of Soldiers

assigned to your UIC.

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Step 5: Select the Soldier that had a Pre-Approval approved.

Upon selecting a record in panel 2, panel 1 & 2 will collapse to the left and panel 3 & 4 will open.

Step 6: Answer the questions above by selecting the drop down next to it. The first three questions

will already be answered based off the Pre-Approval.

Step 7: Select the drop down next to “Duty Position Status.” Upon selecting “Qualified,” the system

will populate the MOS that the Soldier is currently in.

Step 8: After all questions have been answered and Duty Position Status is selected, select “

.”

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After selecting “Evaluate Rules,” the system will evaluate all the criteria stipulated in current policy.

Some of the criteria is evaluated based on the questions you answered and the rest is based off data

that is currently in GIMS. Below is what the symbols mean:

Rule has been met.

Rule has not been met.

- Contract cannot be issued due to rules not being met.

- Rules have been met and contract can be issued.


Upon selecting “Select,” panel 4 will change from the “Issue Phase” to where the user can print the

addendum.

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Step 10: Input the Witnessing Official information in the space provided.

Step 11: Select the following options:

- Addendum with CAC signature capabilities.

- Addendum that needs to be printed for signature by Soldier,

Service Representative, and Witnessing Official.

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Upon selecting “Print CAC Signature Addendum” or “Print Non-CAC Addendum,” a pop up box will

appear stating that the once the Addendum/Agreement is signed, the user must upload the supporting

documents in order for the control number request to be complete.

Step 12: Select “ .” Section 3.2 Uploading DA 4836/SLRP Addendum


Section 3.3 Associating Document(s) for SLRP

Please refer to Associating Document(s) within this “How to Guide.”

Section 3.4 Submitting SLRP Contract for Validation

Once all documents have been uploaded and associated, a pop up box will appear (Shown

below).


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Upon selecting “Ok,” scroll down to the bottom of panel 4 until you see the screen below.

Step 2: Input remarks.

Step 3: Select “ .” Section 3.5 SLRP Contract Continuation

Contracts that were issued on or after 1 March 2009 were given the ability to extend their SLRP

contract past the original 6 year service obligation, as long as all other rules were met for

continuation. Records that populate in this bin are those contracts that are eligible for

continuation. It is the unit’s responsibility to identify if the Soldier wants to extend their

contract or not.


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Step 3: Select “Contract Continuation Actions (State).”

Step 4: Select “Awaiting Extension Upload.”

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Upon selecting “Awaiting Extension Upload,” panel 2 will populate with a list of Soldiers that

are assigned to your UIC.


Section 3.6 Uploading SLRP Continuation Document(s)

Please refer to Uploading Document(s) within this “How to Guide.” Section 3.7 Associating Document(s) for SLRP Continuation

Please refer to Associating Document(s) within this “How to Guide.” Section 3.8 Submitting SLRP Continuation

Once the DA 4836 is uploaded and associated, a pop up box will appear.

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In panel 4, scroll to the bottom until you see the screen shot below.



Upon selecting “Send to Renewal Validation,” a pop up box will appear.


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Chapter 4 Bonus/SLRP Payments

Section 4 Generate DD Form 2475 Annual Loan Repayment Application

Each year, Soldiers are required to submit the Annual Loan Repayment Application to receive

their yearly payments. Effective 15 December 2015, every State has been put on the SLRP

Process Improvement Initiative which was created to speed up the process for processing

payments. This “How to Guide” reflects the new process and should be followed.

Step 1: Select “ ” in panel 1.


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Step 3: Select “Payment Actions (State)” subfolder.

Step 4: Select “Generate DD 2475” subfolder.

Upon selecting “Generate DD 2475” subfolder, panel 2 will update with Soldiers assigned to

your UIC.

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Step 5: Select a Soldier.

Upon selecting a Soldier, panel 1 & 2 will collapse to the left and panel 3 & 4 will open.


Upon selecting “Save and Print DD 2475,” the DD 2475 will populate.

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Step 7: Print the form off and have the Soldier sign section 2(f).

Step 8: In panel 4, select “Form DD 2475 has successfully printed.” Ability to push payment

forward is disabled until this option is selected.

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Step 9: Input remarks and select “ .” Section 4.1 Pending DD Form 2475 Bin

Step 1: Select “ ” in panel 1.


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Step 3: Select “Payment Actions (State).”

Step 4: Select “Pending DD 2475 Returned.”

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Upon selecting the “Pending DD 2475 Returned” subfolder, panel 2 will update with a list of

Soldiers in your UIC.



Section 4.2 Uploading Signed DD 2475/NSLDS


Section 4.3 Required Documents in Pending DD 2475 Bin

In order to have a successful submission of the Annual Loan Repayment Application, Unit

Personnel must ensure that following documents are uploaded in GIMS prior to pushing to 1st

review. These required documents are based off currently policy guidance and must be

submitted in order for the Soldier to receive payment. Failure to provide these documents will

result in the payment being returned to the Unit Representative for corrective action.

Document 1: DD Form 2475 with Soldier’s signature in Section 2(f).

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Document 2: NSLDS Summary Aid and Detailed Loan Sheet(s). These documents should be

scanned together as one file.

Note: Must have all detailed loan sheets to include those with a $0 balance.

NSLDS Summary Aid Sheet

NSLDS Detailed Loan Sheet

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Section 4.4 Submitting SLRP Payment to 1st Review

Step 1: Check the box “Form DD2475 has successfully printed.”

Scroll down to the bottom of panel 4 until you see the screen below.



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Section 4.5 Unit Bonus Eligibility Report


Step 2: Select “SRIP.”

Step 3: Select “Payment Actions (State).”

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Step 4: Select “Unit Bonus Eligibility Report.”

Upon selecting “Unit Bonus Eligibility Report” subfolder, a list of Soldier’s assigned to your UIC

will appear.



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Section 4.6 Approving Bonus Pay Report


Upon selecting “Eligible,” a pop up box will appear.


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Section 4.7 Denying Bonus Pay Report


Upon selecting “Payment Denied,” a pop up box will appear.

Step 2: Select the drop down and choose the reason.

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Upon selecting the reason for denial of payment, a “Document Repository” will populate below

the reason.

Step 3: Upload any supporting documents and select “ .”

Upon selecting “Ok,” a pop up box will appear.

Step 4: Select “ ” to confirm the payment denial.

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Chapter 5 Monitor Rules

Section 5 Bonus Monitor Rules Contracts issued on or after 5 June 2012 are evaluated every day to identify if Soldier is meeting contractual requirements stipulated within their bonus addendum. Any violation that occurs will put the contract in the monitor rule failure for the State IM to investigate. If during the investigation, the State IM is needing further information or supporting documentation from the unit, they will move the record from the State IM level to the unit level for further review. The user should follow these steps to identify what is being requested by the State IM. Failure to respond in a timely matter will result in payment(s) being delayed or termination on Soldier incentive.


Step 2: Select “SRIP.”

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Step 3: Select “Eligibility Failure Review.”

Step 4: Select “Unit Level Review.”

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Upon selecting “Unit Level Review,” panel 2 will populate with a list of Soldiers assigned to your

UIC.



Step 5: Select “ ” tab to identify the reason for Soldier’s case being pushed back to

unit level for review by State.

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The State IM should clarify in the remarks section what the reasoning is for the monitor rule

violation being pushed to the unit level for further review.

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Step 6: Select “ ” if supporting documentation is needed. If no supporting

documentation is needed, please proceed to step 8.

Step 7: Please refer to Uploading Document(s) within this “How to Guide.”

Step 8: Select “ ” to take further action on the Soldier’s record.

Step 9: If the Soldier has a monitor rule failure due to UIC Change or MOS Change, the user will

have the ability to input the UIC or MOS they request to be reviewed by the State IM. Select

“ ” to put in the requested new UIC or MOS. If option is not available, move to step 11.

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Step 10: After inputting the UIC or MOS, select “ .”

Step 11: Input detailed remarks.

Step 12: Select one of the following:

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: Soldier is requesting an ETP for the violations that have been

identified.

: Corrective action was made in SIDPERS and pending data

feed into GIMS.

: Corrective action was made and Unit is

requesting Stat IM to reevaluate the Soldier’s eligibility.

Section 5.1 SLRP Monitor Rules

Currently, the SLRP Monitor Rules are under testing. Once the Monitor Rules have been

released to the nation, this user guide will be updated.

Chapter 6 Miscellaneous

Section 6 Uploading a Single Document


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After selecting “Upload,” a pop up box will appear (shown below).


Upon selecting “Browse,” a pop up box will appear (Shown below).

Step 3: Select the file you wish to upload and select “ .”

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Step 4: Input a “Description” and select “ .”

Upon selecting “Save,” the document will appear in the “Document Repository.”

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Section 6.1 Uploading Multiple Documents


Upon selecting “Upload Multiple,” a pop up box will appear (Shown below).


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Upon selecting “Browse,” a pop up box will appear (Shown below).

Step 3: In order to select multiple documents, select the files you wish to upload by holding “CTRL” on

your keyboard and selecting the files. Select “ .”

NOTE: The file name that you selected is what will appear as the description of the document within

GIMS.


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Section 6.2 Associating Document(s)

Step 1: Select the drop down under “Document Type” and associate the document to the options

listed in the drop down.

Once a document has been associated, a green “ ” will appear in the right column to show that the

requirement for the document(s) being uploaded has been met. Failure to associate the document will

result in the user not being able to move the record forward.

Once all Uploading and Associating Documents have been met, a pop up box will appear

notifying you to click on the actions below to move forward.

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Glossary

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